[1. Call to Order of the Edmond Planning Commission.]
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I'M CALLED TO ORDER THE PLANNING COMMISSION MEETING OF AUGUST 20, 20, 24.
[2. Consideration of Approval of Planning Commission Regular Meeting Minutes: August, 06, 2024.]
GO AHEAD AND REVIEW YOUR MINUTES FROM LAST MEETING AND I WILL, UH, SEE IF ANYBODY HAS ANY QUESTIONS, CORRECTIONS.IF NOT, I'LL ENTERTAIN A MOTION.
I'LL MAKE A MOTION TO APPROVE THE MINUTES.
FIRST, SECOND, SECOND FROM AUSTIN.
[3. General Consent Items: Items listed under General Consent are usually approved as a group with the proper motion from a member of the Planning Commission. Members of the Planning Commission may pull any item under General Consent for separate discussion and/or action.]
ON TO OUR, UM, GENERAL CONSENT ITEMS. WE'RE ACTUALLY GONNA HAVE TO JUST HAVE THIS, A PUBLIC DISCUSSION ON THIS ONE.UM, UH, THE ITEMS LISTED UNDER THE GENERAL CONSENT, WE HAVE, I'M SORRY, I'M NOT GONNA READ THAT 'CAUSE WE ARE MOVING THAT TO PUBLIC DISCUSSION.
SO I WILL HAVE, UH, MR. BRIAN INTRODUCE THE PROJECT.
WITH CASE NUMBER PR 23 0 0 0 13 CONSIDERATION OF A FINAL PLAT FOR STONEHILL AT IRON HORSE RANCH, PHASE TWO.
THIS PROJECT IS LOCATED SOUTHEAST OF THE INTERSECTION OF COLTRANE AND COFFEE CREEK.
UM, THE, UH, THE KEY FINDING IS THAT THE FINAL PLAT CONFORMS WITH THE PRELIMINARY PLAT.
UM, AND AS A REMINDER, THE PRELIMINARY PLAT INCLUDES 98 LOTS ON 49 AND A HALF ACRES.
SO WE'VE GOT THAT PULLED UP THERE.
AND JUST AS REFERENCE NORTH IS TO THE LEFT ON THIS PARTICULAR DOCUMENT THAT WE'RE SHOWING ON THE SCREEN, UM, AND YOU'LL NOTICE THAT THE EASTERN PORTION IS IDENTIFIED AS TREE PRESERVATION.
THE PROJECT WILL TAKE ACCESS FROM AN EXISTING INTERSECTION ON COFFEE CREEK ROAD AND ENTER THROUGH PHASE ONE OF THE DEVELOPMENT, WHICH IS, UM, JUST TO THE, JUST TO THE WEST OF THE, OF THE PLA SHOWN HERE, WHICH IS ON THE KIND OF THE BOTTOM PORTION OF THIS MAP.
I'M HAPPY TO TRY TO ANSWER ANY QUESTIONS YOU MIGHT HAVE.
ANY COUNCIL MEMBERS HAVE ANY QUESTIONS OF MR. BRYANT? NO, SIR.
WOULD THE APPLICANT IS YOU GUYS HERE? PERFECT.
DO YOU HAVE ANYTHING YOU'D LIKE TO ADD, UM, TO THE PRESENTATION? I HAVEN TO ANSWER ANY QUESTIONS.
IF NOT, WE, WE'D ASK FOR APPROVAL.
I KNOW I WAS LOOKING BACK AT THE ORIGINAL PUD AND IT MENTIONS A STONE OR MASONRY FENCE, SIX TO FOOT, SIX TO EIGHT FOOT TALL, UH, WALL ON ALL SECTION LINE ROADS.
SO WILL THAT BE OCCURRING HERE IF IT'S PART OF THE PUD? YES, IT IS.
HELLO, CHRISTIAN HAGAN, 300 POINT PARKWAY BOULEVARD, UH, CRAFTED TALL.
WHAT WAS YOUR FIRST NAME? I'M SORRY.
UH, AND YES, IF THAT'S PART OF THE PD, IT WILL BE CONSTRUCTED.
JUST WANTED TO MAKE THAT CLEAR.
ANY OTHER QUESTIONS FROM THE COUNCIL? ALRIGHT, ANY, UH, ANY FURTHER, ANY QUESTIONS FROM THE PUBLIC FOR THIS AGENDA ITEM? SEEING NONE, I WILL, UH, MOVE FOR A MOTION AND A SECOND MOTION.
WE HAVE IT FIRST, SECOND, PA SECOND FROM CHIP.
AND THAT MOTION, OR THAT AGENDA ITEM IS APPROVED.
IT WILL MOVE ON TO CITY COUNCIL MEETING ON SEPTEMBER THE NINTH.
NOW WE'LL MOVE ON TO DISCUSSION AND CONSIDERATION ITEMS. THE AGENDA NUMBER A IS CONSIDERATION OF GENERAL CONSENT.
OH, WE ALREADY GOT THAT, BUT I APOLOGIZE.
[5. Discussion of Board Training Materials with City Staff, including Board Management and Procedures, Open Records Act Requirements, Open Meeting Act Requirements, Agenda Requirements, Meeting Rules and Locations, Safety Plans, and Other Operational and Logistical Matters.]
DISCUSSION OF BOARD TRAINING MATERIALS WITH CITY STAFF, INCLUDING BOARD MANAGEMENT AND PROCEDURES, OPEN RECORDS ACT REQUIREMENTS, OPEN MEETING, ACT REQUIREMENTS, AGENDA REQUIREMENTS, MEETING RULES AND LOCATIONS, SAFETY PLANS, AND OTHER OPERATIONAL AND LOGISTICAL MATTERS.I, WE'LL TURN IT OVER TO CORY TO INTRODUCE THAT TO US.
CORY ATKISSON, COLEY CITY CLERK FOR THE CITY OF EDMOND.
UM, AS WAS PROVIDED BEFORE THE MEETING, THERE WERE SOME MATERIALS, UM, WHICH I WANT TO GO OVER AT A VERY HIGH LEVEL THIS EVENING.
UM, BUT BEFORE WE GET STARTED, I DO WANT TO TAKE A MOMENT, UM, ON BEHALF OF CITY STAFF, BUT ALSO AS A CITIZEN OF EDMOND.
UH, TO THANK YOU FOR YOUR SERVICE ON THIS COMMITTEE.
I, UH, HAVE SET THROUGH MANY, UM, PLANNING CASES ON CITY COUNCIL.
AND SO OBVIOUSLY UNDERSTAND THAT IT IS A TIME COMMITMENT, UH, AND EDMOND LOVES LAND USE ISSUES.
SO WE, WE CERTAINLY APPRECIATE YOUR SERVICE, UM, ON THIS VERY, VERY IMPORTANT COMMISSION.
UM, THE OTHER THING I WANT TO EMPHASIZE IS THAT I AM NOT AN ATTORNEY AND I'M NOT PROVIDING ANY LEGAL ADVICE TONIGHT.
SO IF THERE ARE ANY QUESTIONS THAT ARE, UH, OF A MORE LEGAL NATURE THAT YOU WOULD LIKE TO ASK, I WOULD ENCOURAGE YOU TO CONTACT THE CITY ATTORNEY'S OFFICE.
UM, BUT THIS IS JUST KIND OF A PERSPECTIVE OF GENERAL POLICIES AND PROCEDURES AND
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AS THE CHAIRMAN CAN ATTEST, WHO'S GOT TO ALREADY SET THROUGH THIS ONCE, IT'S A BLAST.SO, REAL QUICKLY, UM, WE'RE JUST GONNA GO OVER THIS AGAIN AT A HIGH LEVEL.
IF THERE'S SOMETHING YOU'D LIKE TO TALK IN MORE DETAIL, PLEASE INTERRUPT ME AND ASK THAT QUESTION.
UM, WE DID WANT TO PROVIDE, THERE HAS BEEN A STAFF TRAINING FOR, UH, YOUR STAFF LIAISON.
THERE'S BEEN, UH, TRAINING PROVIDED TO THE CHAIRS AND THE VICE-CHAIRS AND THIS TRAINING, A VERSION OF IT IS BEING PROVIDED TO ALL BOARDS AND COMMISSIONS.
UM, SO CERTAINLY THERE ARE MORE SPECIFICS WITH THE PLANNING COMMISSION THAN THERE ARE FOR THE AVERAGE BOARDS AND COMMISSION.
UM, KIND OF YOUR RULES AND HOW YOU OPERATE AS FAR AS HANDLING CERTAIN CASES, ET CETERA.
UM, SOME OF THAT INFORMATION CAN BE, UM, YOU KNOW, THE SPECIFIC PURPOSE, POWER, AND DUTIES OF THE PLANNING COMMISSION ARE PROVIDED WITHIN CITY.
UH, CODE MIGHT BE IN STATE STATUTES, UH, THE CITY CHARTER, ET CETERA.
UM, IF THERE'S EVER ANY QUESTION OF THE MATERIALS THAT GOVERN YOUR, UH, COMMISSION, YOU CAN ALWAYS CONTACT THE CITY, UH, CLERK'S OFFICE, CITY ATTORNEY'S OFFICE, AND WE'RE HAPPY TO PROVIDE COPIES OF THAT INFORMATION.
UM, AS YOU ARE AWARE, THERE, UH, IS A CHAIR AND VICE CHAIR OF THIS COMMITTEE, UM, THAT THE ESTABLISHMENT, THE ELECTION OF THAT CHAIR IS DEPENDENT SPECIFICALLY ON THE COMMISSION BOARD, ET CETERA.
UM, SO NEW MEMBERS, UM, GOING FORWARD, WE'RE TRYING TO DO A LITTLE BIT MORE SPECIFIC, UH, ONBOARDING, UH, PROVIDING AN OPPORTUNITY TO READ THE NEW MEMBERS MANUAL.
SO THAT WAS ALSO ATTACHED IN THE PACKET.
IF YOU, UH, FEEL LIKE READING THAT IN FULL, WE'RE ALWAYS HAPPY TO ANSWER QUESTIONS OVER THAT.
UM, BUT HONESTLY, THE, THE BEST POINT OF CONTACT FOR ALL BOARDS AND COMMISSIONS IS YOUR STAFF LIAISON WHO'S GONNA BE MUCH MORE KNOWLEDGEABLE ABOUT YOUR SPECIFIC BOARD OR COMMISSION THAN, UM, CITY MANAGER'S OFFICE OR CITY CLERK'S OFFICE.
UM, AGAIN, THE, I'M JUST GONNA GET TO THE IMPORTANT BIT SO WE'RE NOT HERE ALL EVENING.
UM, AS FAR AS ATTENDANCE GOES, THERE ARE SPECIFIC, THERE MAY BE SPECIFIC REQUIREMENTS FOR INDIVIDUAL BOARDS AND COMMISSIONS, YOU KNOW, ACCUMULATING EXCESSIVE ABSENCES.
BUT THE GENERAL IDEA THAT WE TELL PEOPLE IS IF YOU'VE ACCUMULATED MORE THAN THREE IN A ROW, THERE MAY NEED TO BE A CONVERSATION, UH, WITH, UH, THE APPOINTING A CITY COUNCIL MEMBER ABOUT WHETHER THAT SERVICE SHOULD CONTINUE, ET CETERA.
UM, BUT OBVIOUSLY IF YOU'RE ILL OR SOMETHING ELSE, YOU CAN ALWAYS COMMUNICATE THAT WITH STAFF.
UM, IT, IT, THIS TENDS TO BE, WE HAVE SITUATIONS WHERE PEOPLE JUST MOVE OUT OF THE, THE CITY AND DON'T LET US KNOW.
OKAY? SO, UM, AGAIN, WE'RE GONNA QUICKLY GO OVER THE OPEN RECORDS ACT AND IF YOU'RE ARE ANY QUESTIONS, UH, YOU'LL NEED TO CONTACT THE CITY'S ATTORNEY'S OFFICE.
BUT BASICALLY, INFORMATION RELATED TO YOUR SERVICE ON THIS, ON THIS COMMISSION IS SUBJECT TO THE OPEN RECORDS ACT.
UM, IF IT IS, UM, AS AN EXAMPLE, BOARD MEMBER COMMUNICATIONS TO AND FROM CITY EMPLOYEES, UM, ELECTED OFFICIALS, OTHER MEMBERS OF THE BOARD, APPLICANTS CONSULTANTS OR OTHER MEMBERS OF THE PUBLIC, UM, WHEN IT WAS RECEIVED OR SENT BY YOU WHEN YOU'RE ACTING IN THE SCOPE OF YOUR ROLE OR WHILE CONDUCTING CITY BUSINESS.
SO IF YOU RECEIVE AN EMAIL FROM A CONCERNED CITIZEN ABOUT A PROJECT, THAT INFORMATION MIGHT BE SUBJECT OPEN RECORDS.
THERE ARE OBVIOUSLY EXEMPTIONS UNDER THE LAW, AND WE WOULD EXPLORE THOSE ABOUT WHETHER WE PRODUCE THEM.
BUT THE GENERAL RULE THAT I, I WOULD SUGGEST YOU LIVE YOUR LIFE BY IS THAT EVERYTHING CENTER RECEIVED THAT'S DISCUSSING CITY BUSINESS, UH, MIGHT BE SUBJECT AND SHOULD PROBABLY BE SUBJECT TO PUBLIC DISCLOSURE.
UM, ONE COMMON THING WE'VE LEARNED FROM OTHER CITIES IN ASSESSING THIS, UM, AND A SUGGESTION FOR YOU ALL IS IF YOU DON'T WANT TO MINGLE CITY BUSINESS WITH YOUR OWN WORK EMAIL ACCOUNT OR YOUR PERSONAL EMAIL ACCOUNT TO CREATE A SEPARATE EMAIL ACCOUNT, WHETHER THAT'S ON GMAIL OR WHATEVER, THAT'S PARTICULARLY FOR CITY BUSINESS, MAKES IT EASIER TO FIND, UH, WHAT YOU'RE LOOKING FOR IF THERE'S AN OPEN RECORDS REQUEST.
AND JUST AGAIN, KEEPING IT SEPARATE FROM YOUR OTHER EMAIL.
UM, IF A RECORDS REQUEST IS RECEIVED BY THE CITY CLERK'S OFFICE, WE WILL FORWARD THAT TO A STAFF LIAISON.
WE'LL, WE'LL WORK WITH YOU TO COLLECT THOSE RESPONSIVE RECORDS.
AGAIN, WE MAKE AN ASSESSMENT OVER WHETHER IS ANYTHING IS EXEMPT FROM DISCLOSURE, UM, AND THEN FULFILL THOSE OPEN RECORDS REQUESTS.
UM, IF YOU'VE GOT ANY QUESTIONS ABOUT EXEMPTIONS OR, UH, ANYTHING MORE SPECIFIC ABOUT THE OPEN RECORDS ACT, AGAIN, CONTACT THE STATE ATTORNEY'S OFFICE.
UM, WHEN A CITIZEN EMAILS US, SHOULD WE KEEP THAT THEN, I MEAN IN PURITY, OR DOES IT DELETE IT? CAN WE DELETE IT AFTER THE MEETING? WHAT'S THE, WHAT IF WE'RE THERE ARE SPECIFIC ASK FOR OPEN RECORDS REQUIREMENTS IN THE CITY'S RETENTION MANUAL, UH, FOR COMMUNICATION? UM, WHAT I WOULD SUGGEST IS, LET'S FOLLOW UP AFTER THIS MEETING.
UM, AND IT IT'S ONE OF THOSE THAT I, I WOULD WANT TO MAKE SURE MADELINE'S INCLU
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INCLUDED ON ANSWERING THAT QUESTION.CERTAINLY IT'S DISCLOSABLE IF YOU HAVE IT.
THE RETENTION IS A SEPARATE MATTER.
UH, BUT, BUT GENERALLY SPEAKING, UH, YOU KNOW, FOR CITY STAFF, OUR EMAILS ARE KEPT IN PERPETUITY.
UH, FOR MOST THINGS, UH, FOR BOARDS AND COMMISSIONS, THERE MAY BE A SPECIFIC RETENTION REQUIREMENT THAT WE WOULD SUGGEST.
BUT IF IT'S IN YOUR POSSESSION AND IT'S MEETS THESE OTHER TESTS, THAT WOULD BE WHERE IT WOULD BE SUBJECT TO PUBLIC DISCLOSURE.
UM, AND AGAIN, KIND OF JUST ANSWERING THAT QUESTION OF, UM, ALL BOARD RECORDS MUST BE MAINTAINED IN ACCORDANCE WITH THE CITY'S RECORDS OF RETENTION MANUAL.
SO UNFORTUNATELY YOUR QUESTION IS NOT PARTICULARLY ANSWERED THERE.
BUT THE THINGS THAT ARE PERMANENT RECORDS OF THE CITY FOR SURE.
OUR AGENDAS, AGENDA PACKETS, MINUTES, RECORDINGS OF THE MEETINGS.
UM, I, I KNOW, UH, WELL, I SHOULDN'T SAY THAT.
MY ASSUMPTION IS THAT COMMUNICATIONS ARE NOT PERMANENT RECORDS, BUT THERE MAY BE A APPLICABLE RETENTION OF TWO YEARS OR, OR SOMETHING.
BUT THAT, THAT'S SOMETHING WE CAN GET BACK TO YOU ON.
IT IS SUBJECT TO THE OKLAHOMA OPEN MEETING ACT.
UM, IT APPLIES TO ALL BOARDS OF THE CITY.
UM, I THINK A, A VERY APPLICABLE PIECE OF INFORMATION THAT'S INCLUDED IN THE STATE STATUTES IS THAT IT'S THE PUBLIC POLICY OF THE STATE OF OKLAHOMA TO ENCOURAGE AND FACILITATE AND INFORM CITIZENRY UNDERSTANDING OF GOVERNMENTAL PROCESSES AND GOVERNMENTAL PROBLEMS. THAT'S THE PURPOSE OF WHY WE HOLD PUBLIC MEETINGS.
UM, MEETINGS HAVE TO BE HELD AT SPECIFIED TIMES AT PLACES WHICH ARE CONVENIENT TO THE PUBLIC AND OPEN TO THE PUBLIC.
UM, YOUR SCHEDULED MEETINGS ESTABLISHED ANNUALLY, UH, PROVIDED TO THE CITY CLERK'S OFFICE THAT PROVIDES, UH, AN OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO PUT THAT ON THEIR CALENDAR IF THEY SO WISH.
UM, THEY CAN GET THAT INFORMATION FROM US.
WE CAN ALSO CALL SPECIAL MEETINGS, ET CETERA IF WE NEEDED TO.
I, MOST OF YOU HAVE BEEN DOING THIS A LONG TIME.
UM, AND YOU KNOW, THAT AGENDA HAS TO BE VERY SPECIFIC IN THE SENSE OF WHAT'S GONNA BE DISCUSSED.
WE CAN'T DISCUSS THINGS THAT AREN'T ON THE AGENDA.
UM, SO THAT'S KIND OF THE MAIN PURPOSE OF TALKING ABOUT AGENDA ITEMS. UM, WE TRY TO WORD THOSE THAT AN AGENDA ITEM'S GONNA BE UNDERSTANDABLE TO ANY MEMBER OF THE PUBLIC WITH NO SPECIALIZED KNOWLEDGE ABOUT WHAT KIND OF BUSINESS THE CITY, UH, CONDUCTS OR DISCUSSES.
UM, WE DON'T, WE, WE TRY TO AVOID GENERAL TOPICS LIKE STAFF REPORTS.
WE WANT TO PROVIDE MORE SPECIFICS ABOUT WHAT THINGS ARE GONNA BE TALKED ABOUT.
SO SOME PEOPLE MIGHT VIEW THAT AS OVERLY EXCESSIVE, BUT ONE THING THAT WE REALLY TRY TO THINK ABOUT IS MEMBERS OF THE PUBLIC MIGHT DECIDE WHETHER OR NOT THEY WANT TO ATTEND BASED ON THE SPECIFIC LANGUAGE CONTAINED ON AN AGENDA.
SO AGAIN, WE WANT TO GIVE THEM REAL KNOWLEDGE OF WHAT WE'RE GONNA BE TALKING ABOUT.
UH, WE TRY TO AVOID ACRONYMS, ET CETERA.
UH, AGAIN, THIS IS KIND OF STUFF THAT STAFF ARE MORE CONCERNED ABOUT, BUT JUST WANNA MAKE SURE THAT YOU'RE AWARE OF IT.
UM, WE'VE TALKED ABOUT YOUR, UH, WHETHER IT'S AN ORDINANCE, UM, OTHER RULES, AGAIN, IF YOU'D LIKE COPIES OF THOSE, WE CAN PROVIDE THEM.
UM, MINUTES ARE KEPT, UH, IN A CERTAIN METHODOLOGY, WE ARE REQUIRED, UH, TO, UM, CAST VOTES IN PUBLIC.
SO THERE CAN BE NO, LIKE PRIVATE POLLING.
YOU CAN'T AND NECESSARILY SAY, WELL, EVERYBODY WRITE DOWN THEIR, THEIR, UH, VOTE ON A PIECE OF PAPER, HAND 'EM TO THE FRONT AND THEN WE'LL COUNT 'EM UP.
UM, SO THAT'S WHY WE, UH, FACILITATE VOTES USING THE SYSTEM OR VOICE VOTES TO MAKE SURE PEOPLE UNDERSTAND WHO'S, UH, VOTING WHAT, UH, MEMBERS OF THE PUBLIC HAVE A RIGHT TO RECORD THE PROCEEDINGS OF THE MEETING, UH, WITH THEIR CELL PHONE OR OTHER DEVICE AS LONG AS THEY ARE NOT INTERFERING WITH THE CONDUCT OF THE MEETING.
SO IF THEY'RE SITTING IN THEIR CHAIR JUST RECORDING, THAT'S ALLOWABLE UNDER STATE LAW.
AGAIN, IF THEY'RE INTERFERING WITH THE CONDUCT OF THE MEETING, THAT WOULD BE WHERE IT CROSSES THE LINE.
UM, KIND OF CODE OF CONDUCT, UH, THAT, UH, THE CITY, THE CITY COUNCIL IS SET FOR, UH, CITYWIDE BOARDS AND COMMISSIONS.
UH, AVOIDING TOPICS LIKE POLITICAL CAMPAIGNING, COMMERCIAL ADVERTISEMENTS, PERSONAL ATTACKS OR REMARKS, PROFANITY, DISCLOSURE OF PRIVATE INFORMATION OF ELECTED OFFICIALS AND EMPLOYEES IN THE PUBLIC.
UM, HAVING GUESTS INTRODUCE THEMSELVES, WHICH Y'ALL DO A GREAT JOB OF.
UM, AGAIN, MOST BOARDS AND COMMISSIONS ARE NOT GONNA HAVE EXECUTIVE SESSIONS.
THAT'S JUST NOT SOMETHING THAT'S REALLY KIND OF OUTSIDE THE PURVIEW OF THE STATE COUNCIL.
UM, SO THIS IS KIND OF WHERE THE NEW PART STARTS.
SO, UM, AS YOU MAY BE AWARE, CITY COUNCIL ADOPTED NEW MEETING RULES IN JANUARY.
IT'S NOT, WE DIDN'T ADOPT THE 500 PAGES OF ROBERT'S RULES.
SO IT'S A, IT'S A SIX PAGER QUICK KIND OF ANSWER.
WHAT COUNCIL HAS INDICATED TO US AND WHAT WE'RE WORKING WITH BOARDS AND COMMISSIONS ON IS
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TRYING TO GET ALL BOARDS AND COMMISSIONS TO MIRROR AS CLOSELY AS PRACTICAL AND WHAT MAKES SENSE FOR YOUR BOARD AND COMMISSION, UH, AS WHAT THEIR RULES ARE SO THAT MEMBERS OF THE PUBLIC, IF THEY'RE COMING TO AN URBAN BOARD MEETING, THEY'RE COMING TO A PLANNING COMMISSION MEETING, THEY COME TO A CITY COUNCIL, THEY KIND OF DEVELOP AN EXPECTATION, UNDERSTANDING OF WHAT BUSINESS LOOKS LIKE WHEN THEY HAVE AN OPPORTUNITY TO SPEAK ALL THAT OTHER STUFF.AGAIN, MAKING CITIZENS FEEL COMFORTABLE WHEN THEY'RE ATTENDING PUBLIC MEETINGS.
UM, SO, UH, A COPY OF THOSE RULES WAS INCLUDED IN, UH, YOUR PACKET.
UM, AGAIN, OUR ASK IS THAT, UM, WE MOVE IN THAT DIRECTION FOR ALL BOARDS AND COMMISSIONS.
UM, THAT INCLUDES NOT HAVING NEW BUSINESS ON THE AGENDA, HAVING AN OPPORTUNITY FOR CITIZENS' COMMENTS AND PROVIDING AN OPPORTUNITY FOR REMARKS FOR THE BOARD CHAIR AND BOARD MEMBERS.
WHO, UH, WHO PREPARES THE PACKAGE THAT YOU CAN OR YOUR STAFF? YEAH, WE, IT'S A JOINT EFFORT AMONGST SEVERAL MEMBERS OF THE PLANNING, UH, PLANNING DEPARTMENT.
SOMETIMES WE NEED SUPPORT FROM CITY CLERK'S OFFICE, WHICH WE'RE ALWAYS APPRECIATIVE OF.
BUT YEAH, FOR, UM, LIKE KIND OF, THERE'S NOT ALL BOARDS AND COMMITTEES ARE THE SAME, SO, BUT CERTAINLY CITY COUNCIL PLANNING COMMISSION, PROBABLY BOARD OF ADJUSTMENT REQUIRE HIGHER LEVEL OF ATTENTION AND DETAIL.
AND SO THERE'S A LOT OF, UH, REVIEW AND SUPPORT FOR THAT PACKET CREATION.
AND I THINK, YOU KNOW, KIND OF EXPECTATIONS HAVE CHANGED OVER THE YEARS IN THE SENSE OF LIKE WHAT'S INCLUDED IN A PACKET.
MAKING SURE THAT MEMBERS OF THE PUBLIC HAVE THE FULL VANTAGE POINT OF THE INFORMATION THAT'S OUT THERE, HAVE THE OPPORTUNITY TO READ AND UNDERSTAND THAT, AGAIN, TO MAKE THAT DECISION OF WHETHER OR THEY'RE EVEN GONNA ATTEND THE BOARD MEETING TO MAKE THEIR VOICES HEARD.
SO WE, WE MAKE EVERY EFFORT POSSIBLE TO INCLUDE ANY SUPPLEMENTAL INFORMATION IN THE PUBLICLY AVAILABLE PACKET, WHICH IS GENERALLY POSTED AT THE EXACT SAME TIME THE AGENDA IS POSTED.
WE TALKED ABOUT CITIZENS' COMMENTS.
SO, UM, TALKING ABOUT THE ROLE OF THE CHAIR, AGAIN, RECOGNIZING ANY SPEAKERS THAT COME BEFORE THE BOARD KEEPING CONVERSATION FOCUSED ON ITEMS LISTED ON THE AGENDA, GIVING ALL BOARD MEMBERS AN EQUAL OPPORTUNITY TO ENGAGE IN DISCUSSIONS.
UM, ONE NOTE THAT WE JUST WANTED TO SAY IS THAT, UM, YOU KNOW, SOMETIMES MEETINGS CAN RUN LONG, SOMETIMES MEETINGS CAN HAVE CONTROVERSIAL TOPICS IF IT FEELS APPROPRIATE.
A BORDER COMMISSION ALWAYS HAS THE OPPORTUNITY TO TAKE A FIVE MINUTE RECESS, 10 MINUTE RECESS, LET EVERYONE COLLECT THEMSELVES, AND THEN COME BACK AND START THE MEETING AGAIN.
SO THAT IS A PIECE OF ADVICE WE'VE SEEN FROM SOME LONGER TERM BOARD CHAIRS ABOUT HOW TO HANDLE MEETINGS.
UM, Y'ALL, Y'ALL MEET IN THE COUNCIL CHAMBER.
SO THIS IS ALREADY EFFECTIVE IN THE SENSE OF HAVING A, A CLEAR SEPARATION OF MEETING PARTICIPANTS AND GUESTS PUBLICLY IDENTIFYING OURSELVES.
UM, SO AGAIN, THIS IS NOT NECESSARILY PARTICULAR WITH YOU, BUT JUST MENTIONING SINCE IT'S ON THE SLIDE, THAT WE ARE TRYING TO HAVE AS MANY BOARDS AND COMMISSIONS MEET IN THE NEW CITY HALL, UH, AS POSSIBLE, JUST FOR A CONVENIENCE SAKE, UH, FOR MEMBERS OF THE PUBLIC, THEY CONSISTENTLY KNOW, UH, WHERE THEY NEED TO GO.
UM, THERE PROBABLY WILL BE A FEW BOARDS AND COMMISSIONS THAT DON'T MEET IN THAT BUILDING, BUT THAT, THAT SHOULDN'T BE THE NORM.
UM, THE OTHER, THE LAST THING I'LL CLOSE WITH IS SAFETY PLANS.
UM, YOU KNOW, WE'RE ABOUT TO SWITCH BUILDINGS, SO WE, WE'LL DEFINITELY TALK ABOUT IT WHEN WE GET THERE, BUT I, I THINK IT'S ALWAYS IMPORTANT TO KNOW LIKE IF FOR SOME REASON THERE WAS AN EMERGENCY, IF THERE'S INCOMING WEATHER OR SOMETHING LIKE THAT, KNOW, UH, THE POINTS OF THE BUILDING WHERE THERE ARE SAFE SPOTS, UM, ET CETERA.
AND THAT'S SOMETHING WE OBVIOUSLY CAN WORK, UH, TO SHOW YOU IF THAT YOU'RE NOT AWARE OF THOSE.
ANY QUESTIONS? WELL, THANK YOU MR. CHAIRMAN AND MEMBERS OF THE COMMISSION.
ANYBODY HAVE ANY QUESTIONS OF THE PRESENTER? PERFECT.
WE'LL CONTINUE ON THE AGENDA AND I WILL LOOK FOR A MOTION TO ADJOURN.